Download Alcatel-Lucent 4645 VMS - User Manual - Alcatel
Transcript
Alcatel-Lucent OmniPCX Enterprise Communication Server Alcatel-Lucent 4645 VMS - User Manual Legal notice: Alcatel, Lucent, Alcatel-Lucent and the Alcatel-Lucent logo are trademarks of Alcatel-Lucent. All other trademarks are the property of their respective owners. The information presented is subject to change without notice. Alcatel-Lucent assumes no responsibility for inaccuracies contained herein. Copyright © 2014 Alcatel-Lucent. All rights reserved. The CE mark indicates that this product conforms to the following Council Directives: - 2004/108/EC (concerning electro-magnetic compatibility) - 2006/95/EC (concerning electrical safety) - 1999/5/EC (R&TTE) Chapter 1 Overview General ....................................................................................................... 1.1 Guide contents ........................................................................................ 1.1 Chapter 2 Icons Main icons ................................................................................................. 2.1 Warning icon ............................................................................................ 2.1 Chapter 3 Connecting to the voice mailbox Connection from a call to your set .................................................. 3.1 Connecting via forwarding ............................................................................. 3.1 Connecting via the overflow to an associated set feature ............................. 3.1 Canceling forwarding or overflow .................................................................. 3.2 Direct connection on your voice mailbox ..................................... 3.2 ! "" 0-1 Chapter 4 Recommendations Passwords ................................................................................................ 4.1 Other choices offered ........................................................................... 4.1 Canceling an action or exiting ........................................................... 4.1 Confirming an action ............................................................................ 4.1 Moving to the next message .............................................................. 4.2 Saving messages ................................................................................... 4.2 Chapter 5 Accessing your voice mailbox Sets with a key dedicated to the voice mailbox .......................... 5.1 Set without a key dedicated to the voice mailbox ...................... 5.1 Bypassing entry of the personal secret code .............................. 5.1 Representation of voice mailbox access ....................................... 5.1 Special features related to the initial access of a voice mailbox ........................................................................................................................ 5.1 Chapter 6 Reviewing messages Overview .................................................................................................... 6.1 Reviewing voice messages ................................................................ 6.1 Reviewing new messages ............................................................................. 6.1 Reviewing all messages ................................................................................ 6.2 0-2 ! "" Listen again (replay) features ........................................................................ 6.2 Options available after a message has played .............................................. 6.3 Chapter 7 Sending messages Sending ...................................................................................................... 7.1 Sending a message by dialing a directory number ........................................ 7.1 Sending a message by entering a name ....................................................... 7.2 Acknowledgement control of transmitted messages ............... 7.4 Chapter 8 Personal options Access to personal options procedure .......................................... 8.1 Modifying the secret code ................................................................... 8.1 Personal greeting messages ............................................................. 8.2 Default greeting messages ............................................................................ 8.2 Personal greeting messages ......................................................................... 8.2 Notification service ................................................................................ 8.5 Programming the directory number to which notification is to be sent .......... 8.5 Managing notification period (call schedule) ................................................. 8.6 Activating the notification service .................................................................. 8.8 Notification during an absence ......................................................... 8.8 Notification only ............................................................................................. 8.9 Notification and automatic access to your voice mailbox .............................. 8.9 ! "" 0-3 Chapter 9 Personal notes (reminder) 0-4 Directory .................................................................................................... 9.1 Additional voice mailbox numbers .................................................. 9.1 Operating diagram ................................................................................. 9.1 ! "" 1.1 General The Alcatel 4645 voice mail server allows callers to leave a voice mail message in your assigned mailbox if your set is busy or if you are away. The presence of a new message in your mailbox is indicated on your set by a flashing LED: 1.2 - For 4004 and 4010 sets: • Flashing (red) LED when there are unopened messages, or messsages that have been opened but have not been saved or deleted. • (Red) LED on steady indicates the presence of saved messages. • (Red) LED off indicating that there are no messages in your mailbox. - For 4020 and 4035 sets: • Flashing (green) LED and icon when there are unopened messages or messages that have been opened but have not been saved or deleted. • (Green) LED off and icon steady in all other instances. Guide contents This guide is designed to help you become familiar with the Alcatel 4645 voice mail server by describing its use on an analog set or on a Reflexes set. It has the following four features: - Accessing the mailbox, see Alcatel-Lucent 4645 VMS - Accessing your voice mailbox , - Reviewing messages, see Alcatel-Lucent 4645 VMS - Reviewing messages , - Sending messages, see Alcatel-Lucent 4645 VMS - Sending messages , - Personalizing options, see Alcatel-Lucent 4645 VMS - Personal options . ! "" 1-1 Chapter 1-2 1 #$$%& ! "" 2.1 Main icons The icons representing the operations performed on the set appear in the center column of the table. The soft keys to be used, if any exist, appear in the left column of the table. Note: An example of a soft key (NewMsg) appears in the table below. A description and any available options appear in the right column of the table. New message waiting Open the voice mailbox Enter the secret code Listen NewMsg Press a key or dial a number Record 2.2 Warning icon This icon is designed to focus your attention on an important subject. Note: While listening to the voicemail prompts, you may hear the word "password". This term refers to the secret code required to activate certain features. ! "" 2-1 Chapter 2-2 2 '( ! "" 3.1 Connection from a call to your set If you are connected to your voice mailbox, calls arriving on your set will be directed there. There are two ways to connect: via forwarding or via overflow to an associated set. 3.1.1 Connecting via forwarding Select one of the following forward prefixes: - Immediate forwarding - Forwarding on busy - Forwarding on no reply - Forwarding on busy or no reply Dial the selected forwarding prefix followed by the mailbox access code. Forwarding feature code Mailbox access code If you activate forwarding to another set when you are already forwarding to you voice mailbox, forwarding to your voice malbox is deactivated. An exeption to this is when the overflow to an associated set feature is activated. 3.1.2 Connecting via the overflow to an associated set feature It is recommended that you use the overflow to an associated set feature because it creates a link to the voice mailbox. It guarantees that the calls you have not answered will reach voice mail. Dial the code for the overflow to the associate set feature, followed by the access code to the voice mailbox. ! "" 3-1 Chapter 3 )(%* ( + $(% ,%-(. Overflow to an associatee set feature code Mailbox access code 3.1.3 Canceling forwarding or overflow Cancel code 3.2 Direct connection on your voice mailbox Without placing a call to your set, a caller can access your mailbox to deposit a message. To do this, the caller must proceed as follows Mailbox access code Press the "star" (asterisk) key To access the deposit (leave message) feature Dial the destination voice mailbox to leave a message 3-2 ! "" When your voice mailbox has been created, there are a few general indications that will help you optimize your use of the voice mail. 4.1 Passwords Your mailbox is protected by a personal password (3 to 8 characters). To protect your messages against unauthorized access and to protect the telephony system against misuse from people outside your company the Alcatel-Lucent OmniPCX Enterprise Communication Server uses and is protected by several security methods. For your security, follow the Alcatel-Lucent strong recommendations your passwords: - - Use the longest available PIN codes (8 characters instead of 3 characters) Do NOT use: - Passwords that are the same as the mailbox number or the telephone number - Passwords that are the same as the mailbox number in reverse order - Passwords composed of a logical series of figures, for example, 87654321, 97531 or 2468 - Passwords based on repetition of the same figure, for example: 00000, 111, 7777777 - A new password that is identical to the old password Create passwords that are not easy to recognize and modify them if you have any doubts about their security. Depending on the security level of your enterprise, the option: Alcatel-Lucent 4645 VMS Accessing your voice mailbox - Bypassing entry of the personal secret code may not be recommended. 4.2 Other choices offered The announcements offering a choice do not include more than five proposals. To obtain the other proposals, which are less often used, dial the . 4.3 Canceling an action or exiting Press to cancel what you have typed previously or to exit a menu. In most cases, when you exit a menu, you return to the previous menu. When you repeatedly press this key, you return to the main menu where you can restart the entire process. You can exit the voice mail system by pressing while in the main menu. 4.4 Confirming an action Press to confirm an action. For example, press when you have finished recording your personal greeting message or when you dial the number of a destination voice mailbox. ! "" 4-1 Chapter 4.5 4 /(,,%( Moving to the next message When listening to a message, press to skip to the next message without waiting for the end of the current message. 4.6 Saving messages You cannot recover a deleted message. The archived messages are stored for a limited time (1 to 365 days) specified by your system manager. No message is displayed to inform you of this deletion. 4-2 ! "" 5.1 Sets with a key dedicated to the voice mailbox Voice mail soft key Informs you of mailbox number or name Secret code (provided by your administrator for initial access to your voice mailbox or your personal code) 5.2 Set without a key dedicated to the voice mailbox Enter mailbox access code Informs you of mailbox number or name Secret code (provided by your administrator for initial access to your voice mailbox or your personal code for future access) 5.3 Bypassing entry of the personal secret code Only the administrator can grant you this right. After this right has been granted to you, you will no longer need to enter your secret personal code, as long as your mailbox access call is performed from your own set. 5.4 Representation of voice mailbox access All basic mailbox access operations are represented in this guide by the following symbol: 5.5 Special features related to the initial access of a voice mailbox ! "" 5-1 Chapter 5 %* !( $(% ,%-(. Open the voice mailbox by entering the secret code provided by the administrator. Prompts you to change the secret access code Enter a number (3 to 8 digits). This is your secret access code Accept End of code entry Plays back the secret code entered To change the code previously entered Change Confrm Confirm the secret code entered Prompts you to record your name Recording End Replay ReRcrd Confrm End recording To listen again To record again Confirm the recording Message played to verify acceptance of the recording. To return to the voice mailbox menu 5-2 ! "" 6.1 Overview This option allows you to: 6.2 - Listen to new or saved messages. - Send a copy of a message to another individual. Reviewing voice messages The voice mailbox informs you via an indicator that one or more new messages have arrived. This indicator may be a lit light or a special tone that is transmitted. You can review only new messages or you can selectively review any of the messages. 6.2.1 Reviewing new messages 6.2.1.1 Standard manual review New message(s) waiting Open the voice mailbox Informs you of the number of messages in your mailbox and presents the main menu NewMsg Review new messages Urgent messages are played first and, while you are listening to a message, the listen again (replay) features are accessible. Note: Press to listen to these options End of message: View the available options at the end of the message 6.2.1.2 Automatic review This type of review of new messages replaces the standard manual review (described above). However, it is only available if the administrator has granted you the rights to use it. ! "" 6-1 Chapter 6 /$%&%* ,* New message(s) waiting Open the voice mailbox Informs you of the number of messages in your mailbox and presents the main menu Urgent messages are played first and, while you are listening to a message, the listen again (replay) features are accessible. Note: Press to play options End of message: View the available options at the end of the message 6.2.2 Reviewing all messages New message(s) waiting Open the voice mailbox Informs you of the number of messages in your mailbox and presents the main menu Review Review all messages The messages are played in the following order: new urgent, not urgent and saved messages. While you are listening to a message, the listen again (replay) features are accessible. Note: Press to play options End of message: View the available options at the end of the message 6.2.3 Listen again (replay) features After pressing 0 while listening, the following options are available: 6-2 ! "" /$%&%* ,* << Replay the message from the start < Fast back (rewind) 10 seconds II Pause > Fast forward (skip) 10 seconds >> End of message: Play message envelope data, then continue to play the message Allows you to replay the various options presented in this table Exit Return to the main menu Skip to the next message 6.2.4 Options available after a message has played The following options are available at the end of a message: Erase Erase the message Reply Answer the message Call Call the sender of the message Save Save the message Play the following options: Replay Listen again (Replay) Envelope SendCp Send a copy ! "" 6-3 Chapter 6-4 6 /$%&%* ,* ! "" 7.1 Sending You can send a message to the mailbox of one or more other users from your mailbox. Replay features that are available when you record the message are : allows you to stop recording and play the recorded message. allows you to record the message again. Enter a voice mailbox number or a distribution list or type Press 7.1.1 to send or to spell the name. for “Send” options. Sending a message by dialing a directory number Open the voice mailbox Informs you of the number of messages in your mailbox and presents the main menu Send Selects the “Send” menu Prompts you to record a message Record While recording, the following actions are available: Cancel the recording in pro- End gress and restart Pause during recording Pause To resume ReRcrd End End recording ! "" 7-1 Chapter 7 %* ,* Prompts you to enter the number and name of the called party Before entering the destination number or selecting “Call (Dial) by name” (see Sending a message by entering a name ) you can type: To play again Replay To record again ReRcrd Enter the number of the called party Informs you of mailbox number or name To modify the destination End To define the message as Urgent urgent Send Confirm the destination Confirms the transmission and requests the next destination Dial the number of the called party or call (dial) by name End 7.1.2 If ther is/are no additional destination(s) Sending a message by entering a name After pressing to access call (dial) by name, use the keypad to spell the name. For example, to spell BEA, you press key 2 (twice for B), key 3 (twice for E) and key 2 (once for A). You must continue to spell the name until the internal algorithm automatically suggests the name or allows selection from a list with a maximum of four names. Entering the name 7-2 ! "" %* ,* Press for call (dial) by name Spell End To return to the previous menu before you have started to enter a name Enter a name Exit If you make a mistake while entering a name, to erase and start again, press: First instance: only one name matches the name entered: Informs you of the mailbox number or name Press to modify the destina- Exit tion Press to define the message Urgent as urgent Send Confirm the destination Second instance: more than four names match the name entered: Announces a selection Continue to enter the name or cancel by pressing: Exit The list (four names maximum) is played Select one of the names Press 1, 2, 3 or 4 The selected name is announced, followed by the “Send” menu ! "" 7-3 Chapter 7 Send %* ,* Press to send or cancel by pressing Exit 7.2 Acknowledgement control of transmitted messages This option allows you to review that the message(s) you left on the mailbox of a caller who has been away, are acknowledged by this caller when he is back. Open the voice mailbox Informs you of the number of messages in your mailbox and presents the main menu ChkRcp Access to transmitted message acknowledgement control option Enter the number of the mailbox to control for opening your messages or Spell Make a call (dial) by name to the same user by pressing The name or number of the voice mailbox is announced, then: - Skip If there are unopened message(s): they will be played individually Note: While a message is being played, you can interrupt it and skip to the next one by pressing - If there are no unopened message(s): an anouncement is made Return to main menu You cannot control the acknowledgement of the messages sent to people you called via a distribution list. 7-4 ! "" 8.1 Access to personal options procedure This procedure must be used to access the menu used to: - Modify your secret code (password), - Record, modify or cancel personal greeting messages, - Select the greeting message (personal or default) that will be used, - Program the notification, - Modify the recorded name. Open the voice mailbox Informs you of the number of messages in your mailbox and presents the main menu PrsOpt 8.2 Press to access personal options Modifying the secret code The secret code (entered at initial access to your voice mail box) is used to ensure that the messages stored in your mailbox cannot be accessed by anyone other than yourself. After gaining access to "Personal options", the secret code may be modified as follows: Passwd Press to access the change secret code (password) menu Prompts you to enter the secret code (3 to 8 digits) Enter your new secret code If there is an error on entering, press Change to cancel and reenter the new code Accept End entry The new secret code is announced ! "" 8-1 Chapter 8 0( (1%( To confirm the new secret code or Confrm Enter it again by Change 8.3 Personal greeting messages 8.3.1 Default greeting messages Default greeting messages are pre-recorded messages that will be used if you have not recorded the corresponding personal greeting messages. However, you must select the type of greeting from the default messages. 8.3.2 Personal greeting messages Your personal greeting messages must be recorded to be played in place of the default greeting messages. They are played to any person who calls or who is transferred to your voice mailbox. You must select the personal greeting message to be played. You can record three types of greeting messages: - A personal greeting message that will be played if you are away (no answer), Note 1: An additional option used to record the two other personal greeting messages may be granted by the administrator. For example, one of these two messages, may be designed to inform you that a new message has come in while you are traveling. - A "greeting on busy" message that will be played if you are already on a call. - An "extended absence" message if you are away from your office for a long period (traveling, on vacation...) Note 2: When this type of greeting message is in operation, no one will be able to leave a message in your voice mailbox. 8.3.2.1 Recording personal greeting messages or changing the name After accessing personal options, the personal greeting messages will be recorded as follows: Record Press to record personal greeting messages Informs you of the different types of personal greeting messages Note: Personal greeting messages 2 and 3 are presented only if rights the additional option has been granted 8-2 ! "" 0( (1%( Select the type of message to record Personal greeting message PerGr1 1 Personal greeting message PerGr2 2 Personal greeting message PerGr3 3 "Extended absence" greetAbsenc ing message "On busy" greeting message Busy 1 Change name MyName Exit Exit Enter your selection Prompts you to record Record the selected greeting message or the new name End End recording Play the following options: Replay ReRcrd Delete ! "" Listen again Record again Delete 8-3 Chapter 8 0( (1%( Confirm Confrm Select one of the options Indicate in the greeting message when you will answer the message and do not forget to inform your caller that he should leave a message after the tone and press # at the end of the message. Change the message periodically. 8.3.2.2 Selecting the personal greeting message to be used The personal greeting message to be used must be selected to be operational. Note: if no selection has been made, the first personal greeting message that was recorded is automatically selected. Otherwise, the default greeting message is activated. After accessing personal options, the message is selected as follows: Greetg Press to access the menu related to the current message in operation Plays the current greeting message and offers a choice between the other recorded personal greeting messages PerGr1 PerGr2 PerGr3 Absenc Personal greeting message 1 Personal greeting message 2 Personal greeting message 3 "Extended absence" message Enter your selection Play the selected message Exit Confirm your choice If no personal greeting message is recorded, your choice will be betwwen the default personal message and the default "Extended absence" message. 8-4 ! "" 0( (1%( 8.4 Notification service You can ask the system to call you on a preselected set or on your pager to inform you that new messages have arrived in your voice mailbox (this feature can be implemented for a specific period of time). To do this: 1. Program the directory number of the set or pager to which notification is to be sent. 2. Program the time period for which the notification service is to operate. 3. Enable the notification service. Notification to a pager directory number can only be programmed if the manager has previously configured a script for one of the pager services (1 or 2) offered by the voice mail service. 8.4.1 Programming the directory number to which notification is to be sent 8.4.1.1 Programming set directory number Access personal options and proceed as follows: Notify Access to the notification programming menu Selection prompt Number Select notification call number entry Prompts you to enter the number to which notification will be sent Enter the number Accept End entry Replay the number entered Cancel and enter again Exit Confrm Confirm the number entered ! "" 8-5 Chapter 8 0( (1%( Selection prompt 8.4.1.2 Programming pager directory number Access personal options and proceed as follows: Notify Access the notification programming menu Selection prompt Pager Select notification call number entry Select pager 1 service Pager6 Select pager 2 service Pager5 Prompts you to enter the number of the pager to which notification will be sent Enter the number Accept End entry Replay the number entered Cancel and enter again Exit Confrm Confirm pager number entered Selection prompt 8.4.2 Managing notification period (call schedule) Access personal options and proceed as follows: 8-6 ! "" 0( (1%( Notify Access the notification programming menu Selection prompt Schedule notification time Sched periods for standard messages Schedule notification time Sched U periods for urgent messages Enter your selection Plays the current time periods for the week and the weekend and offers selections Change time periods for the ChgWkD week Cancel notification during the DelWkD week Change time periods for the ChgWkE week-end Cancel notification during the DelWkE week-end ChgWKD Enter your selection For example, change the notification during the week by pressing 1 Prompts you to enter notification start time Press if you do not want to Skip modify start time to go to end time Enter notification start time in hours (2 digits) and minutes (2 digits) Prompts you to enter notification end time ! "" 8-7 Chapter 8 0( (1%( Enter notification end time in hours (2 digits) and minutes (2 digits) Replay the new week and weekend notification time periods Press to cancel and return to Exit the notification options selection menu Confrm Confirm Selection prompt 8.4.3 Activating the notification service Access personal options and proceed as follows: Access the notification programming menu Notify According to current notification configuration, the system will offer: A selection prompt with notification deactivated As notification is deactivated, you can press to execute On this command A selection prompt with notification activated As notification is activated, press to deactivate it Off 8.5 Notification during an absence Being informed of the arrival of a new message when you are on leave is a right granted to you by your system administrator. When this right has been granted and only if notification is sent to a set, the administrator assigns one of the following configurations: 8-8 - Notification only, you must call back to listen to the message, - Notification and access to your voice mailbox, you will be able to listen to this message ! "" 0( (1%( while on a call. 8.5.1 Notification only 8.5.1.1 Notification Answer the call on the notification forwarding set Play the notification message followed by the announcement of the arrival of a new message or Confirms notification Hang up, the call is automatically disconnected. 8.5.1.2 Calling back the voice mailbox Dial the number of the voice mail service. Dial * followed by # Prompts you to dial the voice mailbox number Enter the voice mailbox number Informs you of the number or name of the voice mailbox and requests the secret code Dial your secret code Informs you of the number of messages in your mailbox and presents the main menu 8.5.2 Notification and automatic access to your voice mailbox ! "" 8-9 Chapter 8 0( (1%( Answer the call on the set in notification forwarding Plays the notification message followed by the announcement of the arrival of a new message or Press to confirm notification. You are then requested to enter your secret code Enter your secret code Informs you of the number of messages in your mailbox and presents of the main menu 8-10 ! "" 9.1 ! Directory Voice mail service phone number: ____________________ Voice mailbox number : ____________________________________ 9.2 Additional voice mailbox numbers Name 9.3 Number Name Number _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ _________________ _____________ Operating diagram In the diagram below, the outlined lables correspond to the soft keys to be used. ! "" 9-1 Chapter 9-2 9 0( ( 2,%3 ! ""